Process Step

Scheduling the Inspection 

Updating a Scheduled Inspection

Process Step

Configuring the Inspection Checklist

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1. Access the correct Project Inspection record as shown in the Accessing Inspection Records section of this guide.
   
   

2. Once in the Project Inspection record, click the Inspection Checklist button.

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3. Every inspection will have a set of Categories that define the scope of the inspection requirements. Additionally, each category contains a sub-set of Measures and each measure contains a sub-set of Tasks associated. The image below shows an example of the default view for a Photo Inspection and includes additional columns ( CNV and F-CNV ) that are not present when performing Field Inspections.

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A Field Inspection requires an Inspector to travel to a project site to conduct an inspection. Photos are only required as part of a Field Inspection if the inspector marks a Task as failed. Follow the instructions in the Failed Checklist Tasks section to review how photos are uploaded.

1. For each Task listed on the Inspection Checklist, check one of the following options.

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   P (Passed) F (Failed) N/I (Not Inspected) N/A (Not Applicable) Tip If the Inspector needs to add an additional Task to the Measure that is not configurable in the Inspection Checklist, use the Add A Task option to open a modal window and document the details of the additional Task .

   
   

2.  Inspectors may want to document a note to the Measure if additional information or explanations should be communicated with others throughout the inspection process. To add a Measure note, click Edit underneath the Inspector Note section to input a message, then click Save .

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   Note The Edit link turns into a Save link and Cancel link when clicked.

   
   

3. Once all Tasks for a Measure are completed, click the Save & Next button to advance to the next Measure and repeat steps 1 & 2 for all additional Categories, Measures and Tasks.

1. When you mark a task on the Inspection Checklist as Failed, a new window will open where Inspectors are required to attach photo evidence of the Failed task.

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2. If the default Task Failure Description does not correctly outline the reason for the task failure, document the correct Task Failure Description in the text box for line item 2, then click the Insert link to add this new description to the Task Failure List . Finally, uncheck the Applicable checkbox for the incorrect Task Failure Description .

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3. However, if the default Task Failure Description is correct but needs additional clarity, click the Edit link to open a new Notes text box and document the change to the default Task Failure Description. Click Save where the Edit link was before being clicked to save the note.

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4. To upload a photo to the failed task, click the Attachment icon (paperclip) to open a new window.

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5. The process to upload a photo at this step differs depending on if the Inspection is Field or Photo . In the new window, click the Choose Files button, then locate and select the photo file(s) for upload. When all files have been selected, click the Upload button to attach the file(s) to the record. The window will display a confirmation message if successful. Click Close to complete the process, close the window and return to the Inspection Checklist to work on other inspection tasks.

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   Field Inspection Click the Choose File button to locate the photos on your computer. After all files have been selected, click the Upload button to attach the files to the Failed Tasks. Expand title screenshot Photo Inspection Review the photos submitted by the Contractor in the open window, selecting the appropriate photos that show evidence of the Task Failure by clicking the checkbox in the upper left-hand corner of the photo(s). Once all photos have been selected, click the Upload button to pair the Contractor submitted photo to the Task Failure. Expand title screenshot

   
   

6. Then, click either the Back button (to return to the Task Failure window or click Close to return to the Inspection Checklist.

1. After completing all Inspection Categories, Measures, and Tasks, scroll to the bottom of the Inspection Checklist and click Submit. This action generates a PDF Inspection Report in a new tab.

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   Note When you have reached the last page of the Inspection Checklist the Save & Next Button will no longer be visible. The Inspection Report is automatically appended to the Project Inspection record.

   
   

2. Close the PDF Inspection Report tab to return to the Inspection Checklist. Next, click the Back to Inspection button. This action opens the Project Inspection record.
   
   

3. On the Project Inspection record, click the Submit for Approval button to complete the inspection process.

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   Salesforce will display a submission error if no QA Manager was selected during the Inspection Scheduling process.

   
   

Once an inspection has been completed and submitted by the Inspector, an Inspection Report is generated and appended to the Inspection Checklist. An email is systematically sent to the Contractor with a link to the Inspection Report.

Below are examples of the heading for an Inspection Report for both a passed and failed inspection. In an actual Inspection Report, below the Pass/Fail heading displays details on all aspects of the inspection results.

Regardless of the actual score generated once an inspection has been completed and submitted, QSP QA Managers will use the steps below to review and approve submitted inspections.

This content will live in the PUBLIC Knowledge Base for Contractor access. When complete, those materials will be linked her so that the QSP Company, CLEAResult, and NYSERDA Program Staff know what to expect during this phase.

Certain inspections have a Corrective Action Required (CAR) status. Any inspection with a QA score of 1 or 2 is considered CAR Eligible. After contractors resubmit CAR Tasks as either Resolved or Contested, the Program Implementer are required to review, and approve or reject the failed tasks.

1. From the SQA Worklist tab in Salesforce, click the Status dropdown list and select Program Implementer Approval Needed to identify the Project Inspections that require review/approval.
   
   
2. Click Filter to filter the list based on the dropdown item selected, then click Claim to select a record.
   
   
3. Click the Project Inspection link in the same column to open the record.
   
   
4. In the record, click Review Failed Tasks.
   
   
5.  Review each failed task and click the Action dropdown list to either approve or deny. The system will notify the contractor/builder about any denied tasks that require additional corrections.
   
   
6. When all Failed tasks have been responded to using the above steps, click Submit to update the Inspection and return to the Inspection Record.
   
   

7. Click the Status field to edit it and select the appropriate status from the options below:

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   QA Manager Approval Needed Select if you have approved at least one contested task Completed Select if all CAR eligible tasks have been marked as Approve/Resolved Task Report Issued - Corrective Action Needed Select if you have marked any failed task as Deny Contested Task Warning If the record status is listed as Completed or Report Issued - Corrective Action Needed, also click Send an Email to notify the contractor.

   
   

     8.  Click Save.

The instructions for the NYSERDA QA Manager to perform the final review/approval is identical to the steps the Program Implementer follows in the Program Implementer Review/Approval section with the exception of the identified steps below:

1. From the SQA Worklist tab in Salesforce, click the Status dropdown list and select Contested-NYSERDA QA Manager Review Needed to identify the Project Inspections that require review/approval.
   
   
2. When the review of all Failed tasks is complete, click Generate Final Report to update the report in the Project Inspection record.
   
   
3. Click the Status field to edit it and select Completed.
   
   
4. Click Save, then click Send an Email and use the SQA templates to notify the contractor.